"Executive Assistant, Department of Surgery"

Executive Assistant, Department of Surgery

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Executive Assistants

Type: Full-Time

Posting Number: req24075

Department: Surgery

Location: University of Arizona Health Sciences

Address: Tucson, AZ USA

Position Highlights

The Department of Surgery, Division of Plastic Surgery, seeks a highly organized and proactive Executive Assistant to provide administrative support to the Division Chief and faculty. The Executive Assistant will serve as the primary point of contact for the division, playing a key role in managing calendars, supporting academic and clinical initiatives, and strategic plans, while ensuring the efficient operation of the division. This role is essential for advancing the College of Medicine - Tucson's mission in education, research, and clinical care.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Administrative Leadership & Faculty Support:

• Serve as the primary administrative support to the Division Chief and faculty, anticipating needs and ensuring seamless daily operations.
• Manage faculty calendars, coordinate complex schedules, and arrange travel, lodging, and itineraries. Draft, edit, and distribute correspondence, presentations, and reports on behalf of division leadership.
• Support academic and clinical initiatives through effective communication, organization, and documentation.

Financial Oversight & Budget Management:

• In conjunction with the Department Budget Manager, oversee division budget tracking and variance analysis.
• Process division reimbursements and P-Card purchases in compliance with university and departmental guidelines.
• Prepare summary-level financial reports to support divisional leadership in strategic and operational decisions.
• Provide guidance to faculty and staff regarding financial policies and procedures.

Event & Program Coordination:

• Plan and manage divisional events such as faculty meetings, retreats, conferences, and visiting professorships.
• Coordinate logistics including agendas, materials, minutes, and follow-up actions.
• Support speaking engagements and special projects for division leadership.
• Ensure events align with divisional priorities and reflect the department's professional standards.

Strategic & Special Projects:

• Assist the Division Chief and faculty with implementation of divisional initiatives and strategic goals.
• Provide project management support for academic, clinical, and research programs.
• Support initiatives by gathering background information, preparing briefing documents, and monitoring progress on initiatives.
• Serve as a resource for process improvements and long-term divisional planning.

Knowledge, Skills & Abilities:

• Demonstrated proficiency in Microsoft Excel, Word and Office.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• Three (3) years of relevant work experience is required.

Preferred Qualifications

• Experience with UA Analytics and UAccess Manager Self Service.

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $28.56 - $35.70

Compensation Type: hourly rate

Grade 8

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level PC2

Job Family Administrative Support

Job Function Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates Jessica Montoya jessicamontoya@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter